- Unlimited payroll runs
- In-depth reporting
- Error-free guarantee
- HR resources
- First month free
- No dedicated mobile app
- Can't access outside the U.S.
Getting started with OnPay is easy, with just a simple set up process to complete. If you’re migrating from another payroll service, then OnPay will do all the work for you including data entry and sorting out any IRS issues. Once you’re set up, you’ll find that the dashboard is simple and customizable, although it may take some time to learn where each function is. Each menu has a large submenu with the handy ability to pin submenus to the page — a feature we found really helped when frequently going between different items.
The ‘Workers’ menu is where you’ll be able to add all your staff information — this includes contractors but not international workers. If you don’t want to go through the hassle of filling out employee information, you can have them fill it out themselves. From here you’re also able to onboard workers and view their payslips. We particularly like the personnel files, which are a great place to store I-9 and W-4 forms, but you can upload any files you like. Perhaps one of the standout features of OnPay is its automated withholding, paying, and filing of any payroll taxes. Indeed, OnPay’s accuracy guarantee states that they’re so confident of filing taxes correctly that OnPay will cover the cost of any penalties in the event of an IRS fine.
Reporting is really in-depth with OnPay. Right off the bat, the menu gives you a huge number of ready-made templates so you’ll be able to look at summaries for payroll, employees, departments, and much more. All these reports can be customized, filtered, saved as PDF, or opened directly using Excel.
Naturally, the most important aspect of payroll software is the payouts themselves. With OnPay, payouts can be done entirely digitally to make the process paper-free, whether by direct deposit or paid on to a debit card. Handily, OnPay also gives you the option of processing payment through printed checks.
The interface for running payroll itself is very neat, so it’s always clear what you’re doing. If you’re using one of the time tracking integrations (like Deputy) then you’ll be able to input hours automatically and override and adjust if necessary. OnPay will give you notifications of any potential mistakes before the final submission and will block you from submitting payroll if the errors are serious. However, if you do process payroll with a mistake, you still have chance to correct it so long as you do so before bank drafts have taken place.
As a browser-based service, OnPay is accessible on just about any device, including mobile. For the most part, everything works well and you’ll be able to access just about every feature easily. However, if you’re using a smaller screen then it can be a little difficult to see what you’re doing all the time. Life is made a lot easier by either accessing through a bigger device (like a tablet) or keeping OnPay in horizontal mode. A dedicated, and more user-friendly, mobile app would be a big improvement in the future.
For anyone who travels often, it can be frustrating to learn that it’s impossible to access OnPay outside of the U.S. without using a VPN – a restriction that serves little purpose. We do like that OnPay gives you the ability to add two-factor authentication, which is something we always recommend doing.
Integrations and Extra Services
Integrations are hugely important to any payroll software and they can be a deciding factor depending on your needs. Fortunately, OnPay offers a wide variety of integrations that should cover all bases with more additions constantly in development. There are a good number of time tracking options available, and they merge seamlessly when you’re processing payroll. Then there are further integrations to help 401(k), retirement, compliance, HR, and small business funding. One area where we would like to see a few more integrations is with accounting services as although QuickBooks and Xero are included, a greater variety would be a big improvement.
Small businesses will get a lot of use out of OnPay’s extra HR features. As well as the onboarding we mentioned earlier, OnPay will help you create organization charts, arrange paid time off, and you’ll be able to store important documents. We particularly like that OnPay supports e-signing for documents, which is a huge help.
We like how simple OnPay's pricing structure is. There are no pricing tiers at all so all features are accessible for every user — you simply pay for a monthly base fee and extra for each employee. Prices are more than reasonable as regardless of how many employees you have, the base fee stays the same – $36 – with an extra $4 for each employee billed monthly (either on the 1st or 15th of the month). It doesn’t require a calculator to figure out that would be $40 per month for one employee. If you have more difficult math to work out for your number of employees, the OnPay website offers a helpful scroller to show you your total cost instantly.
OnPay offers new customers the first month completely free and since there are no contracts you can cancel at any time. Although, if you take full of advantage of the 30-day free trial then you’ll know already if OnPay is right for you.
A key aspect to payroll software’s customer service is that they need to know exactly what they’re talking about – payroll is a complex world after all. Fortunately, OnPay’s staff have all been trained by the American Payroll Association, so you can expect expert knowledge. Support is available over the phone Monday to Friday from 9 a.m. to 8 p.m. Eastern time. Alternatively, you can get in touch through the live chat feature or OnPay’s Facebook and Twitter accounts.
The OnPay website has a help center filled with useful guides and FAQs that will make sure you understand all the ins and outs of the software. One thing we do think is missing though are video tutorials, as for many they’re the best way to learn new software and something that is often provided by other payroll services.
Overall, OnPay offers a really impressive package, especially for smaller businesses. Although new users may find the menus a little daunting at first, everything is in a logical place and it’s easy to pick up with guides and customer support available to help along the way. OnPay tries its best to make life easy for users, assisting new customers migrating from another service, and making sure all of its staff are thoroughly trained in how payroll works. The integrations and HR services provided should satisfy any small business’s needs, but larger companies may feel that OnPay lacks in this department. Importantly, the software comes with a simple pricing structure and even gives away the first month for free – a really enticing offer. So, although OnPay may not be a comprehensive solution for everyone, for small businesses it’s ideal.
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